BEpoz

Invitbox receives some data from BEpoz by manually importing data, and it also sends data to BEpoz by creating a csv file in a pre-defined format that you download from invitbox and then save in a specific location on your system for BEpoz to import.

This guide has been prepared by BEpoz. For further clarification please call your BEpoz Support +61 2 9556 3566, or Vectron on +61 3 9328 8222

BEpoz system requirements

In order to use invitbox with BEpoz you need to be running BEpoz version 3.9 or later.

In order to have this version of BEpoz installed onto your system, please contact the BEpoz or Vectron sales team, and also contact Aaron Ibrahim at the BEpoz office on +61 2 9556 3556 in regards to the invitbox import routine.

BEpoz has a very intuitive import routine that allows you to -

Import multiple bills from multiple suppliers at once

Create new suppliers in BEpoz upon import - no need to have the Supplier in BEpoz prior to import

Create new items in BEpoz upon import - no need to have the products already in BEpoz prior to import.

Set-up in BEpoz

Firstly, in BEpoz, you will need to have the supplier/s in back office setup with a supplier number allocated to the supplier. Please Refer to BEpoz Operation manual on how to setup suppliers.

Eg, Supplier ALM, Supplier Number 1234

Next, you MUST create a supplier in BEpoz called Invitbox without a supplier number.

The screenshot below shows an example of how you should have all your suppliers set up including invitbox

Set-up in invitbox

Once you have completed the steps above you now need to create a list of your suppliers in BEpoz that you can import into invitbox.

This needs to be a 2-column format with both the Supplier Name AND the Supplier Number. Once you have the list, save it as a .csv file.

In invitbox, go to Admin > Inventory and choose BEpoz as the inventory option from the drop-down list.

Click on Supplier Cards > set-up

Click on Browse, find the .csv file you saved with the list of Supplier Names and Supplier Numbers and follow the prompts. After import you should then have a list as below.

VERY IMPORTANT

Note - it is very important that within invitbox's Supplier set-up that you associate each Supplier within invitbox to a Supplier within BEpoz. This allows invitbox to tell BEpoz what supplier it is referring to when invitbox processes a bill.

You manage this via Admin > Suppliers > edit

DO NOT EXPORT TO BEPOZ WITHOUT A Supplier Card (BEPOZ) being assigned to a Supplier within invitbox first.

Also, it should be noted that when you are setting up the product codes in the Inventory tab in invitbox in preparation for export you do not need to assign a POS Code for BEpoz. BEpoz allows you to allocate the Supplier's product code to a product within BEpoz after importing to BEpoz. For more information on this please see the Completing details about a product prior exporting it here.

Adding invitbox to supplier comms in BEpoz

Under system setup you must click on supplier comms. Below is a sample image of what you should see appear.

Click on Add Supplier Comms

A window will pop up called New Communication LINK.

Supplier: select Invitbox from the Supplier drop-down. Once you have done so a box will appear.

Select Yes to set the defaults.

Link Name: this field will be generated automatically

External DLL Name: select .dll. Once you have done so, the following prompt will appear

Click Yes to continue.

Class Name: select Invitbox, then the following prompt will appear.

Click Yes to continue.

Venue: this is only for multi-venue use. If you have a multi venue set-up please select the venue that invitbox will be using.

Please note that if you are running multi-venue, and you wish for invitbox to write/connect to each of those venues, you will need to set up a separate supplier comm for each of those BEpoz venues.

Received store: This is your default inward store for stock.

Once you have gone though these steps above you should see a set-up that is similar to the below.

Set-up is now complete.

Please note, when the Supplier Comm is setup the Local Path name is automatically generated by BEpoz. For example, if BEpoz is installed on C:\ then the path name will be C:\Bepoz\data\invitbox\import

Importing into BePOZ from invitbox

When you click the Export button from the invitbox inventory tab, one single file will be created by invitbox.

You should save that file in BEpoz\Data\Invitbox\import directory.

Once you have saved the file there you will be able to import into BEpoz BackOffice.

In BEpoz BackOffice you will need to select Stock Control, then click on Purchasing and Receiving.

The following window will appear.

To the right of the screen you will see Receive Invoices.

Important - Highlight Invitbox in the Supplier list before you click Receive Invoices.

Once you have selected Invitbox, click on Receive Invoices. The following window will appear.

Click Yes to continue.

You will now see the invoices that were saved in the directory will begin to import into BEpoz BackOffice.

The invoices will import via the Invitbox supplier you set up, but will automatically be assigned to each supplier within BEpoz according to the Supplier Card matching that you have assigned within invitbox.

To learn how to add products into Inventory within Invitbox please view this article:Inventory Tab